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SR-07-28-2015-3WCity Council Report Y�inia blonit x. City Council Regular Meeting: July 28, 2015 Agenda Item�3— To: Mayor and City Council From: Jory Wolf, Chief Information Officer, Software Systems, Information Systems Department Subject: Modification of Contract 9649 with Harris Computer Corporation for software licensing and software modification services to the NorthStar billing system Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute a first modification to agreement #9649 (CCS) in the amount of $88,611 with Harris Computer Corporation, a Canada -based company, to provide software licensing and software modification services for the City's NorthStar billing system. This will result in a 5 year amended agreement with a new total amount not to exceed $379,541, with future year funding contingent on Council budget approval. Executive Summary The City contracts with Harris Computer Systems (Harris) for the use of NorthStar utility billing system (NorthStar) to manage customer accounts for municipal services, including water supply, sewage collection, resource recovery and recycling, and fire inspections. NorthStar is also used to maintain service and consumption records, calculate City charges and fees, produce municipal services bills and provide online information to customers. To accommodate for reporting requirements related to stage 2 implementation of the Water Shortage Response Plan (WSRP), system modifications and an additional licensed module are needed in order to generate, collect, and track citation amounts for customers that exceed water allowances. This modification to the Harris contract will include licensing for the Miscellanous Accounts Receivable (MAR) module as well as additional services to accommodate for the required system modifications. The modification will increase the contract by $88,611 resulting in a 5 year amended agreement in the amount not to exceed $379,541. Background On November 8, 2005 (Attachment A), Council authorized a contract with Harris to replace the City's legacy utility billing system with NorthStar. The product has been a reliable and flexible system that has met the City's evolving requirements with respect to 1 of 4 establishing customer accounts, tracking customer information, and reporting. On October 2, 2012 (Attachment B), Council authorized an agreement with Harris to upgrade and maintain NorthStar. On January 13, 2015 (Attachment C), Council adopted a Water Shortage Response Plan Resolution with a stage 2 implementation. In order to adequately implement the plan and to meet the information technology requirements of the WSRP, staff has determined that an additional licensed module and system modifications to the NorthStar system are needed. Discussion In November 2005, the City contracted with Harris to provide a utility billing software. The NorthStar utility billing system was implemented and the City began production use in June 2007. The system is used to manage customer accounts for municipal services, including water supply, sewage collection, resource recovery and recycling, and fire inspections. NorthStar has gone through a number of upgrades within the last few years to meet customer needs and industry regulatory requirements. With the adoption of the WSRP stage 2, NorthStar needs an additional licensed module and some modifications in order to serve the needs of the customers and to accommodate for City reporting requirements. A few system modifications have already been made, which provide staff with the ability to inform customers on their water allowances and allow staff to produce various usage based reports related to the WSRP. However, additional functionally is needed in order to generate, collect, and track citation amounts for customers that exceed water allowances. Furthermore, the system needs to be modified to accommodate needed efficiencies while implementing the WSRP. This contract modification would enable Harris to license the MAR module to the City and modify NorthStar to meet the information technology requirements of the WSRP. Vendor /Consultant Selection A Request for Proposals (RFP) that identified functional requirements for a new utility billing system was posted to the City's website on February 24, 2005. Public notice of the RFP was published in the Los Angeles Times on February 24 and 25, 2005. A 2 of 4 mandatory pre -bid conference was held on March 31, 2005 to further explain the City's requirements for the software. Nine companies submitted proposals by the April 14, 2005 due date. In May and June 2005, a review committee including staff from the Water Resources, Environmental Programs, Finance, and Information Systems departments reviewed vendor proposals. The committee considered the ability of the vendor to meet the project specifications as stated in the RFP, the technical environment in which the system would operate, and bidders' references. The committee selected Harris Computer Systems, Hansen Technologies, Inc., and Advanced Utility Systems for product demonstrations. Over a three day period, each of the selected three vendors presented demonstrations on the various features and functions of the software systems to the evaluation committee. Following the demonstrations, staff selected two of the three vendors and performed site visits along with reference calls to other municipalities and agencies that use the software systems under consideration. After all reviews, the evaluation team recommended Harris Computer Systems' NorthStar software system. Harris Computer Systems was recommended as the best qualified bidder to provide the City a Utility Billing System. 3 of 4 Financial Impacts and Budget Actions The contract modification to be awarded to Harris Computer Systems is $88,611 for an amended contract total not to exceed $379,541. Funds are available in the FY 2015 -16 budget in the City Manager's Office Department. The contract modification will be charged as follows: $36,000 to 012261.555060, $39,121 to S010110.589000 and $13,490 to 01226.555060. Future year funding is contingent on Council budget approval. Prepared By: No Nkwenji, Lead Systems Analyst, Information Systems Approved Forwarded to Council f Jory Wolf, Chief Information OfficW3f2015 Attachments: i Elaine M Polachek, Asst. City MaTY60a015 A. November 8, 2005 Staff Report (web link) B. October 2, 2012 Staff Report (web link) C. January 13, 2015 Staff Report (web link) 4of4 Reference: Modified Agreement No. 9649 (CCS)